Department/Clinical Secretary

• 32,000+ Annual, Non-Exempt (Eligible for overtime)
• 40 hours per week
• 100% Remote Work Availability: No
• Hybrid Work Availability: No

This position staffs the front desk of the Northern Prairie Community Clinic, ensuring positive client-clinic interactions and efficient completion of clinic-related duties. As NPCC is a training clinic, this position serves to support clinical faculty and students in their training mission.

40% - Departmental/Clinical Secretary

• Greet students, clients, caregivers, and general public in the clinic in a courteous manner
• Assist students/clientele in completing paperwork when requested and review all paperwork for proper completion
• Answer telephone calls courteously and promptly and accurately provide information relating to the department and/or clinic when possible or refer calls to appropriate person
• Consistently demonstrate understanding of the importance of confidentiality in all conversations and correspondence related to clinical issues
• Distribute and track parking passes
• Schedule/Reschedule/Cancel client sessions & room bookings
• Check files in/out
• Inform newly scheduled clients about Patient Portal (forms, text reminders etc.), fees, wait lists, insurances accepted/not accepted
• Confirm all intake forms are completed before intake date
• Collect payments and document in receipt book
• When asked, assist with communication during crisis situations

60% - Administrative Duties

• Upon request and in a timely manner: scheduling meetings, assisting students with clinical reports/forms, assisting faculty with clients/student scheduling
• Accurately type and proofread confidential letters, envelopes, memos, forms
• Immediately file confidential clinical reports and information and accurately maintain the confidentiality of clinic files
• Create and manage client files
• Assist with billing process
• Audit accounts daily
• Closing procedure at end of shift
• Order printing requests through Duplicating Services
• Communicate information to the appropriate colleague or director (ex: new referrals to the director, billing questions to the insurance specialist, facilities and technology concerns to the coordinator or to Facilities, etc.)
• Keep clinic voicemail greeting updated
• Retrieve/Distribute faxes; upload docs as needed
• Run reports as needed (such as running and reconciling appointment discrepancy report)
• Facilitate referrals, scheduling, paperwork, and telehealth appointment links with referral partners
• Managing release of records in a timely manner
• Assist with client and student clinician migration between semesters
• Prepare, edit, and update clinic forms
• Coordinate and track facilities work orders for time-sensitive requests

• Ability to communicate clearly in written and spoken language
• Ability to form effective relationships with others via telephone or face-to-face visits
• Ability to use or learn to use database management computer programs
• Ability to work effectively with students in both online and in-person communications
• Ability to work effectively with diverse faculty from range of disciplines
• Ability to work as member of a team

• High school education or GED
• Successful completion of a Criminal History Background Check

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire. This position does not support visa sponsorship for continued employment.

• Prior secretarial experience, or healthcare experience, or customer-facing position experience
• Experience with Microsoft Word, Excel and Outlook